New standard for document execution - DSTU 4163:2020
12.09.2021 12:20On September 1, 2021, a new standard for document execution, DSTU 4163:2020 "Unified System of Organizational and Administrative Documentation. Requirements for the execution of documents".
The requirements of this standard apply to legal entities and individual entrepreneurs, and amend the following types of documents:
- organizational (regulations, charters, staffing, etc.);
- administrative (orders, resolutions, etc.);
- information and analytical (acts, memos, certificates, etc.)
- In addition, the DSTU norms apply not only to paper documents but also to electronic ones.
What has changed?
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It was |
It became |
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Signature |
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Position, signature, initials, surname Director Signed A.A. Petrov |
Position, personal signature, full name and surname Director personal signature Andrey PETROV Please note! The last name must be written in capital letters |
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Addressee |
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The position, surname, and initials of the addressee are written in the dative case To the Director of Romashka LLC, A.A. Petrov. |
The position, first name and last name of the addressee are written in the dative case To the Director of Romashka LLP Andrey PETROV |
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Approval of the document |
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The word APPROVED, position, signature, initials, surname of the person who approved the document, date I APPROVE Director of ROMASHKA Signed A.A. Petrov 10.06.2020 |
The word APPROVED, position, personal signature, full name, surname and date I APPROVE Director of "Romashka" LLP personal signature Andrey PETROV 10.09.2021 |
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Resolution |
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The name of the executor in the dative case, the content of the order, the deadline, the personal signature of the head, and the date Petrov A. A. Please prepare a marketing plan by 07/30/2021 Signed 10.07.2021 |
Surname, proper name of the executor in the dative case, content of the order, deadline, personal signature of the head, date PETROV Andrey Please prepare a marketing plan by 09/30/2021 Personal signature 10.09.2021 |
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Internal approval of the document |
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Position, personal signature, initials and surname of the person who endorses the document, date of endorsement Director Signed A.A. Petrov 10.07.2021 |
Position (if necessary), personal signature, full name and surname of the person who endorses the document, date of endorsement Director personal signature Andrey PETROV 10.09.2021 |
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Certification of a copy of a document |
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Words According to the original, position, personal signature of the person certifying the copy, his/her initials and surname, date of certification of the copy According to the original Director Signed A.A. Petrov 10.07.2021 |
Words According to the original, position, personal signature of the person certifying the copy, his/her name and surname, date of certification of the copy According to the original Director personal signature Andrey PETROV 10.09.2021 |
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Information about the executor of the document |
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Surname or last name, first name and patronymic of the document executor and his/her office phone number Petrov 760 18 28 Andrey Petrov 760 18 28 |
Surname and full name of the document's executor, his/her office phone number Andrey Petrov 760 18 28 |
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A note on familiarization with the document |
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There was no such thing before |
Words "I have read the document," personal signature, name, date, which each employee puts down with his or her own hand during familiarization I am familiarized with the order Personal signature Andriy PETROV 10.09.2021 |
The name of the company must be written in capital letters. It may be emphasized in bold, plain type. The name must be written in full, without abbreviations, as specified in the statutory documents. The abbreviated name of the company can be written on the next line in the center, in brackets. For example:
(ROMASHKA)
The title of the document should be capitalized, and you can use bold, straight-line font. For example: APPLICATION, ORDER.
The registration index of a document consists of two parts:
- serial number of the document;
- an internal index used at the enterprise, for example, a case number, a structural unit number.
Example: 548/16-02
The date of a document can be written in numeric or alphanumeric format. If the month date consists of a single digit, precede it with a zero. For example: 07.10.2021 or 07 October 2021.
The postal address must be written in the following order: street name, house number, building, office or apartment number, name of the settlement, district, region, postal code.
The place where the document was drawn up must be indicated on all documents. It must correspond to the CATTTG. Example: Kharkiv; Kyiv (do not write the abbreviation of the city).
Signing a document in the absence of a person. If a person is absent, a deputy who is authorized to do so or temporarily performs his or her duties signs documents instead. Such a person writes his or her position, name and surname. The words "Acting" or "Acting" are not written unless there is an administrative document.
Example: Deputy Director signature Andrey PETROV.
The company's seal should be affixed so that the person's signature is not overlapped. It is advisable to put the seal on the last letters of the position or where the signature is marked.
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